Executive Assistant (w/ EA Agency / Executive Support Organisation Background)

About the Role

We are a fast-moving, founder-led business looking for a highly proactive, organised, and trustworthy Executive Assistant to support our founders across business administration, finances, travel, scheduling, and personal tasks.

This is a broad, high-trust role for someone who can become a true extension of the founders — understanding priorities, anticipating what needs to happen next, and actively looking for ways to make their lives easier. The ideal candidate is comfortable receiving voice notes and imperfect instructions, then turning them into clear actions without requiring constant management.

Work Structure & Requirements

• Schedule: Part-time, with a clear path to full-time
• Location: Remote
• Timezone: UKT / EST (flex — founders travel frequently across time zones)
• Compensation: 7 USD per hour

Key Responsibilities

1. Executive & Personal Support
   • Manage calendars, meetings, appointments, dinners, and events
   • Plan and book domestic and international travel, including flights, accommodation, transport, and itineraries
   • Handle personal and professional bookings, purchases, reservations, and ad hoc requests
   • Organise and send gifts for birthdays, client milestones, personal occasions, and professional relationships
   • Maintain reminders for important dates, commitments, and follow-ups
   • Proactively recommend actions based on upcoming events, travel, workload, and personal priorities
   • Help keep the founders organised across both professional and personal responsibilities
2. Finance & Administrative Support
   • Prepare and send customer invoices and follow up on outstanding administrative items
   • Support bill payments, expense management, and basic finance administration
   • Maintain cash balance trackers and other internal finance spreadsheets
   • Review statements and ensure transactions and financial records are correctly logged
   • Coordinate with accountants, bookkeepers, suppliers, and other finance partners where required
   • Maintain organised digital files, receipts, invoices, and business documentation
   • Support recurring data entry across campaigns, reporting, and internal systems
   • Note: This role involves access to highly sensitive financial and business information — exceptional discretion, judgment, and trustworthiness are essential
3. Founder Support & Proactive Task Management
   • Translate voice notes, emails, and informal requests into clear tasks and actions
   • Manage multiple tasks from a single brief without requiring every step to be explained
   • Follow up proactively when decisions, approvals, or information are outstanding
   • Maintain visibility of open tasks and ensure commitments don't fall through the cracks
   • Identify recurring or low-value tasks that can be removed from the founders' plates
   • Gradually build a deep understanding of the business, the founders' working styles, and their personal preferences
   • Proactively look for opportunities to take on work — rather than waiting to be asked

Required Skills & Experience

• EA Agency / Executive Support Organisation Background Strongly Preferred: Candidates with experience working within a professional EA staffing or executive support organisation will be prioritised — please highlight this in your application
• EA Experience: 3+ years supporting founders, CEOs, executives, or senior leaders in a high-trust Executive Assistant role
• Calendar & Travel Management: Strong experience managing complex calendars, travel itineraries, and scheduling across time zones
• Finance Administration: Comfortable handling invoices, expenses, payments, and basic financial administration including spreadsheet tracking
• Communication: Excellent written and spoken English; able to communicate professionally with internal and external stakeholders
• Technical Skills: Strong Google Workspace and spreadsheet skills; comfortable working across digital tools and systems
• Working Style: Able to prioritise independently, make sensible judgment calls, and work from voice notes or fast-moving, incomplete instructions
• Discretion: Highly discreet when handling sensitive personal, financial, and business information
• Profile: Proactive, resourceful, and confident taking ownership of tasks from beginning to end; adapts quickly in a fast-moving environment

Nice to Have

• Experience supporting fast-moving startup, agency, or technology founders
• Experience managing both business and personal responsibilities for the same executive
• Familiarity with finance administration, invoicing, and cash-flow tracking